Knowledge Hub

Board Resources & Guides

Practical guides, tips, and trusted links to help your condo board make confident decisions.

📚 Board Guides

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Reserve Fund Basics

What every board must know about funding your building's future.

6 key points▾
  • Reserve funds are mandatory under Ontario's Condominium Act
  • A Reserve Fund Study must be updated every 3 years
  • Boards must set contributions to meet projected needs
  • Underfunded reserves lead to special assessments
  • Owners can review reserve status in the Status Certificate
  • Consider a reserve fund loan for major repairs if funds are short
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Running Effective Board Meetings

Structure, quorum, voting — how to run meetings that get results.

6 key points▾
  • Distribute agenda and materials at least 48 hours in advance
  • Quorum is typically a majority of directors (check your by-laws)
  • Minutes must be distributed to all owners on request
  • Use a consent agenda to streamline routine approvals
  • In-camera sessions should be used sparingly
  • AGMs require at least 15 days notice to owners
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Maintenance Planning Guide

Proactive vs reactive — how top boards manage their building.

6 key points▾
  • Create a 12-month seasonal maintenance calendar
  • Spring: inspect roof, gutters, HVAC, common area cleaning
  • Summer: parking lot repairs, landscaping contracts
  • Fall: boiler servicing, weatherstripping, window seals
  • Winter: snow removal contracts, emergency procedures
  • Keep records of all repairs with dates, costs, and contractor info
⚖️

Condo Act Compliance

Key legal obligations every Ontario condo board must meet.

6 key points▾
  • Condos must file an annual return with the CAO
  • By-laws require owner approval before taking effect
  • Rules can be passed by the board but owners can requisition a vote
  • Status certificates must be issued within 10 days of request
  • Managers must be licensed with CMRAO
  • Directors have a duty of care — obtain D&O insurance
💬

Owner Communication Best Practices

Keep owners informed and reduce disputes before they start.

6 key points▾
  • Send regular newsletters (monthly or quarterly) to all owners
  • Post building-wide notices 24-48 hrs before work affecting residents
  • Respond to all owner inquiries within 2 business days
  • Use an online portal to give owners access to their ledger
  • Create a welcome package for new owners moving in
  • Hold an annual town hall in addition to the AGM
🚨

Emergency Preparedness

Be ready before disaster strikes your building.

6 key points▾
  • Maintain an up-to-date emergency contact list for all units
  • Post emergency procedures in all common areas
  • Test fire alarm systems annually (required by law)
  • Keep a master key log and secure access for emergencies
  • Have a water shut-off map available at all times
  • Ensure your management company has a true 24/7 emergency line

💡 Quick Tips for New Board Members

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Read the Documents First

Before your first meeting, read the Declaration, By-laws, and Rules. They're the constitution of your corporation.

🤝

Work With Your Manager

Your property manager is a licensed professional — lean on their expertise. Set clear communication expectations early.

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Review Financials Monthly

Don't rubber-stamp the financials. Ask questions about variances and make sure the reserve fund is on track.

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Document Everything

Keep records of all decisions, vendor quotes, and communications. Good documentation protects the board.

🔗 Trusted External Links

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CAO — Condo Authority of Ontario

Dispute resolution, education, and annual filings.

Visit CAO →
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CMRAO — Manager Licensing

Verify your manager's licence and complaints history.

Visit CMRAO →
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Status Certificates

Order and track status certificates through our certified portal.

Order Now →
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Ontario Condo Act

Read the full Condominium Act, 1998 and its regulations.

Read Act →
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Ontario Fire Code

Fire safety requirements for residential and condo buildings.

Read Code →
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Tarion Warranty

New condo warranty information and common element coverage.

Visit Tarion →